Add Speaker Agreement Template – BaseCRM Version Initial with airSlate SignNow

Countersign it support contract template

hi everyone my name is Joey and welcome to the dev Sato walkthrough webinar we really appreciate you joining us today if you're brand new to Deb Sato we thank you for coming and if you are perhaps a seasoned user maybe you're coming for a bit of a refresher we appreciate it as well do you know that the purpose of this walkthrough is just to take a bit of a dive into our program and shed light on the different ways that you can use it very much dependent on your business process so I do want to emphasize that there's not necessarily a right or wrong way to use it it does heavily depend on what you might need out of it so I don't want anyone to ever think that you need to use every single Bell and whistle our goal really is to help you identify those handful of tools maybe a bit more that will save you some time or provide the most value or or perhaps make things as efficient as possible so take everything with a grain of salt I really do hope you're able to take a few gems from this and hopefully this will be a great starting point for those who are new and a great refresher for those who have had a little bit of exposure to the basado but either way we really do appreciate you taking some time with us I can't wait to dig in awesome so what you are all seeing now is what we call our deb sato dashboard and before i sort of you know kind of navigate through this screen i wanted to actually go ahead and break down tube sato into three sort of bigger categories so the first is always what we would call client management whether you are a bespoke product business whether you offer some sort of service whether it's recurring or otherwise the client management portion of our suite really just helps to organize things so as you work with perhaps the same people over time or maybe you have the privilege of booking business with the same clients having that one solidified folder can really help to just sort of make sure everything is in its place and it's not too difficult to find when you need it the second are deliverables so pretty much anything that you might exchange with your client this could be emails of course invoices contracts any types of forms or documents that you need to send and then lastly we'll talk a bit about scheduling and calendaring as well as what we call workflow automation so whether you have a bit of a process at the moment or you're building it currently if there is any bit of that that you feel there's too much admin work maybe you want to alleviate some of that admin pressure as work build up that is most definitely the intention of workflows so if there is that process there we can perhaps put that into autopilot so you can focus on doing the core part of your job that you enjoy without sweating let's say thank you emails or follow-ups and things of that nature so yeah before I dig in again please know nothing is set in stone everything is very much fluid and according to what you might need from it so do just keep that in mind and I really do hope you enjoy so just to get this part out of the way I do want to know that anytime you are putting a client into the system they are considered projects and projects is just an internal term and as a project there is always going to be two default categories so we have what we call lead projects so this case it might be some sort of prospect or individual or company that's interested in your services or products but they have yet to purchase they're just kind of shopping around but they have reached out or expressed interest and then of course we have our job projects which are on the right-hand side here these are our fully booked clients and whatever that happens to mean whatever your conversion process is is totally fine so perhaps in some contexts it could be let's say like a contract signed a deposit paid maybe both so whatever that might be even if your conversion process changes over time you'll be in really good shape as long as you keep in mind that leads and jobs are just two types of a project so what you're all kind of seeing right now is what we call our project dashboard and this is sort of like your top-down view of everyone that you're currently dealing with so in sort of the lead category these are people that you were actively nurturing to potentially become a client and then the job projects are your full-blown clients whatever that might entail so if not for anything else I do want to iterate that when you're just kind of digesting and making sense of your daily workload there are a couple ways that you can just sort of filter through it so if not for anything else you can absolutely just kind of scroll through your list or you can search somebody's business or personal name in that search bar however there are two optional completely optional ways that you can navigate and filter if you'd like a little bit more context and one of them is actually I suppose it kind of look like tiles but at the very top of this project dashboard are what we call project statuses these aren't entirely customizable and they're actually meant to iterate a bit of a process timeline so if you if you care to track things I would say in more of a linear fashion if you have stages of progress where you would very much like to identify where people are at in the mix you can 100% create these statuses and then determine what might move them essentially from left to right I'm converting from lead to job and so on so you'll notice that these statuses themselves have their own verse that are associated so if I were to actually click on them it will specifically isolate people in that particular status or step or stage so yeah those are the project statuses and you can fully customize that only if it helps if it's not too helpful or if you feel like it's too much to manage I don't want you to think that it's mandatory but another way that perhaps could provide some context is something that we call tags so it doesn't sound all that fancy but tagging is something like a label or an identifier so in your business if you have like different types of clientele for example you can use these tags as a way to determine traits and characteristics that are really important for you to log so for example if I was a photographer and let's say I did like a mixed bag of photography I did like headshots I did wedding or newborn or or whatever it might be at that point if I wanted to let's say differentiate the different types of shoots that I'm providing I'll have the ability to apply these tags to my projects and use that as a way to filter and navigate based on my own criteria so if I wanted to see okay at the current moment how many of my books jobs or projects our wedding specific or otherwise and I do want you to know you can actually apply multiple tags to your projects so if you needed to get even more specific you can actually filter by two or even multiple tags they're just kind of narrowed down what you're looking for especially if you're constantly building your list of clients or potential clients so something that would know it apart from that is these projects in this dashboard of sorts is something that is very much your current view so people that you might have archived or let's say you're done working with them or anything of that nature at that point you will find them in the address book which I will address in just a bit but do know that for example if you are a designer and you have the opportunity to work with companies on multiple occasions you will have a bit of a backlog for that and you'll have the ability to actually essentially create multiple projects for the same client if that makes sense so I'll go ahead and I'll dig into the address book in just a bit I would honestly say that the majority of the time you'll spend in the software is actually just toggling between the projects themselves but before I show that to everyone I wanted to run by some of these templates and hopefully we can determine you know what might be useful for you and and I definitely want to start with forms but before I dig in I do want you to know that if some of these forms are not necessarily applicable or if you don't really feel like it fits in your process and it's totally fine I just want you to know that they're here and as a bit of a baseline they are all cloud based so do you know very much that it's just like a Google Drive or a Dropbox file in no way do you need to save it to a hard drive in order to access these and you can absolutely do so on your phone whatever device you're on but second to that is customization so especially if you are very keen on maintaining your branding you want to make sure that all of your personal brand and aesthetic translates properly hopefully there's enough in this arsenal for you to do that you can absolutely add your own logos and fonts and colors pictures even video content if necessary so just know as you're sort of building these documents this is a very big priority for us for you to be able to make sure that your brand is is translated and represented as well as possible I do want to note that there's no co-branding so there's nothing that out or at least says like powered by devs ATO or something of that nature so first and foremost this is actually an example of a digital contract template and how it sort of goes with every single form that you might create you'll see that well typically this will be a bit of a blank slate but you'll see on the right-hand side that there are these elements that you can essentially drag and drop the only difference there is you'll just sort of determine what is necessary for certain documents so if I'm working for example with a contract you know I'll have like a logo I'll have my terms and conditions perhaps and then at the very bottom I'll have that signature field which I do want to iterate is completely legally binding electronically so I'll show everyone a live example of this but if you were to send your contract from Dib Sato and let's say your client pulls it up on their iPhone and they sign it they can absolutely do so without ever having to print or scan or anything like that so if you're currently using let's say a third party document software like DocuSign or hellosign or panda Docs this does actually replace that function just in case you were wondering and you can make use of this in any which way you'd like to one thing I do like to point out is it's optional that you put that countersignature field if it's not typical in your industry where you would need to countersign that's totally fine but in the scenario that you did and you were to go ahead and add an another signature field for you to sign as a business owner at that point what happens is as soon as your client signs the contract you'll be notified of course via email and and dashboard alert but once you go in on the backend and you actually countersign that I just want everyone to know that you do not need to send a revised copy so at that point the copy and the version that your client already has will just update automatically so do you know that so that was a contract by the way if you don't use a contract currently this is not us saying you have to so I feel free to ignore it if it doesn't feel like it's something that's necessary for you I do really want to make sure everyone knows that so in another way we do have a different type of legal document if you will called a sub agreement and this the best way to explain this is it's almost like a catch-all legal document if you ever find yourself in this scenario where you just generally feel better if someone signs off on something knock on wood it could be like a cancellation it could be an amendment or an addendum or let's say you worked in photography or design or anything like that where you would typically want to use this for a design proof or let's say you work with confidential info and you needed it for like a nondisclosure agreement so do you know there's no wrong a right way to use the sub agreement but it is absolutely there for you so there's no actual limit to the of quote-unquote legal documents you can send to your client so yeah those are the only two I would say form templates that would naturally have a signature component and this next one is something that we call a questionnaire so we actually have two forms that feel a bit similar in terms of templates one of them is this one a questionnaire and then the other is something called a lead capture form that lead capture which I'll talk about in just a few moments is sort of that initial intake form at that point you're probably just gathering some really basic info like first name last name email maybe phone number and then you know Ingary type so something like a questionnaire if you feel like this helps part of your process the entire goal for using this is to gather all the nitty-gritty details of what you might need from someone you know whether you're gathering background info or maybe you're just scoping out their preferences or let's say you're an event planner and you need it you need them to specify all the details about you know the event itself and what they're anticipating stuff like that let's say you're a coach or a consultant and you are using this as a bit of a vetting form to just kind of evaluate if the client is the right fit you can use this in a lot of ways and the reason why I'm showing everyone a a floral one a floral designer one is because I want to illustrate how robust it can be apart from designing it because mind you you can absolutely kind of deck this out with your branding and stuff like that you can be very particular about how you are collecting information so do you know on something like a questionnaire you can determine you know are some questions required are some of them optional and then on top of that perhaps is it you know a short answer question is it a long sort of paragraph where they're explaining something are they telling you any significant dates or checking boxes hitting yes or no that type of thing and two things I would mention that are very common with the questionnaire is one they can save their progress or whoever your client might be as a good example let's say you are an event planner or wedding planner the bride and the groom would need a little bit of time to just kind of discuss their preferences if they need to they can absolutely save their progress sleep on it and then come back to it when they're ready to finish the rest in the second I do want to point this out although I don't want to make it seem like it's mandatory there is a file uploader so this is actually intended for your clients and just anything that you might need to request from them it could be photo references it could be photo inspo it could be spreadsheets or any kind of miscellaneous documents that might be helpful for them to attach this is 100% intended for your clients so if you know at some point you're already you can ask for those types of attachments this is a great way to just kind of kill two birds in one stone if you will and have them answer questions but also provide some supplemental info whatever it is you might need so that's the questionnaire and I promise I only have two more forms and then would go ahead and dive into the rest of the software oh and if you're wondering our team will be answering the questions via chat as well as towards the end we'll try to make sure that we have as much time to just kind of dig through the software and we will actively be answering your questions in the chat I did want to note that so the next sort of form template is something that we call a proposal and this proposal for better or worse I think the best way to put it is that it's like a visual order sheet or a shopping cart so if you have a service or let's say a bespoke product that you pretty much have let's say flat rate pricing or or you have certain ala carte items selections you'd like someone to choose from a really good way to just kind of iterate this is let's say I'm a graphic designer and I have like a base rate package for my design but on top of that I might have some Aulick art features some add-ons that I would upsell perhaps for an additional fee so the whole concept is if I was to send a proposal over to my client it would actually allow them to select as well as quantify anything that they are willing to purchase so big thing there is knowing that this itself will create the invoice by the way if you deal in an industry for example where the price is determined by the quantity per se you can absolutely put a quantity box there whether it's labor hours whether it's hours for a second shooter whether it's some a certain type of product you can put those quantity boxes where needed and you can even indicate if there is a minimum or a maximum order amount so that is the biggest perk of the proposal it's just kind of a nice visual where people can freely sort of choose and quantify what they want and as an added perk if you feel like this is gonna help your process or you want it to just make things as easy as possible for your client you do 100% have the option to connect the contract as well as the invoice to the proposal so if it's not too much hand-holding involved if it's pretty turnkey I would say you can absolutely send a proposal to a client let's say they've already identified they they want to book your services you just want to move them forward with this proposal of sorts they can essentially choose what they would like sign the contract which details what they chose and then as a final measure in order to just kind of seal the deal if you will they will then pay some sort of monetary amount it could be like a deposit of sorts or it could be the entire sum but that is a great way to just kind of tackle those three items upfront without having too much friction or back-and-forth and I'll definitely show everyone an example of this one thing I will note especially with something like a proposal is I realize that not everyone services are cut and dry like that there might be a lot of curation or hand-holding so if you're in a situation where you often need to change let's say offerings or pricing or description or anything like that you can absolutely build what we would identify as a master proposal so let's say you had a master proposal that was sort of all-encompassing that covers all the bases because what you can do at that point is you can take the proposal and you can put it into a project make client specific edits so if I was to take let's say my wedding photography proposal and I was to plop it into my project for John and Amy's wedding at that point if I need to change anything that's specific for John and Amy it is only affecting and applying changes to their proposal so I do want you to know any changes whatsoever that you make within a project will not overwrite your master template so hopefully if not for anything else even if there is some curation involved or if it's not as black and white as other services might be at the very least you know you can just kind of edit down from a master proposal instead of having to build let's say like a brand new proposal for every client so yeah that is the proposal and then last but not least in terms of forms is what we call a lead capture page which quite honestly is this a funky way of saying contact page so what this is is it's meant to supplement your primary contact area wherever it might be so if you do for example have a website let's say there is currently a contact page on your website and you could be using like show it or WordPress or Squarespace or Wix the idea is we would actually replicate what that looks like automatically within Deb's auto and then we would actually take this version of it and we would embed this on your website so the concept is there's no material difference on the client end it would look the same exact way as if someone were to have visited your website prior but the sort of benefit of it is instead of having to take someone's info let's say in an email and then spend the time to type it into Deb's auto you'll still get the email so you know someone came but at the same time it'll create a new lead project for you so it's really just about saving that sort of legwork and you know that any person that inquires will never be sort of forgotten and everyone's accounted for so you might be wondering as well you know hey perhaps I have a website or even if I don't a lot of people tend to get inquiries and all sorts of other ways let's say it is a referral call a text message and email an Instagram DM or a Facebook message there is very much a direct link that you can customize and share and this is just kind of like a plain text URL so the way that you would share let's say a link to a YouTube video for example is how you can share this link so you know you can absolutely put this let's say on your Instagram profile or LinkedIn or Pinterest wherever might be but it's also just something great that you can say to your phone so if you get a lot of referral business let's say you can just copy and paste this link from your Notes app and you can text or email it to someone it really doesn't matter how someone fills it out but if they do it'll save you the time and it'll absolutely create that lead project for you so you do not have to worry so with that I do want to just I guess point out a third scenario where you can use this if you were someone that attends live events maybe it's a conference maybe it's an expo anything of that nature you're not tied to only one type of lead capture page you can create as many as you might need for various purposes so even if there's a few different calls to action on your website or let's say you were creating an event specific landing page where maybe you were a speaker at the events or you're setting up a bit of a booth at an expo you can actually create one specific to that event and perhaps even pull it up even let's say on like an iPad and then have people fill it out it'll put them in the system and then it can refresh to the blank page for your next potential client so I do want you to know there's a lot of ways you can use a lead capture page all sort of pointing in the direction of just making sure they're accounted for in the system a couple of things on forums before I move on I know that was a mouthful we offer free services so I do want to point out as well that if you have documents that are intended for let's say signing or filling out in any capacity whether it's created in another CRM whether it's a PDF or a word doc or a Google Drive file we offer a free service where you can actually send us up to ten of your existing forms and we'll just recreate that for you while you're on trial the only purpose for that is to save you the time in the legwork so it's completely optional but I do want everyone to know that that option is there just so you have some good pieces to work with without having to spend too much set-up time so if you're at all interested in that you can send them two forms fo RMS at Deb's Auto calm and let's say in a different scenario you would love to create some of these forums but you want a bit of a baseline like you don't want to start from Ground Zero so to speak I'm very much this way because I'm not the most design oriented let's say we do have a template library and this is completely open-source you'll find that there are user submitted templates from different industries and whatever it is you might like about a form whether it's the formatting the you know the colors or however which way it's sort of designed you can copy any of these to your account and you can sort of edit your your branding of course and just sort of use it at your own accord so I want you to know that you can use this as a baseline in case you've found it handy even if you know you love all the questions that were provided you just need to sort of rebrand it that is totally ok I just wanted everyone to know that this is a free resource and you can copy any one of these to your account as needed so the other template that I do want to point out is something called canned emails this is just a weird way of saying email templates so do know if you have any emails that you send very very often it could be like thank you emails check-ins reminders anything of that nature it would definitely benefit you to create these canned emails or email templates because it serves kind of a dual function the first is you know even if you were to just queue up an email to send manually at that point at least you don't have to type out every single word you can very much just kind of choose that email template and then send it off and then in another case when we're talking about workflow automation these are sort of the building blocks that you would use to put together things that are pretty much fully automated for you which so I'll definitely talk about in just a bit so before I actually take everyone into that project page which is really where a lot of the information lies and where you'll be spending pretty the majority of your time I wanted to point out something called packages the phrase packages I want to clarify it might be a little misleading sometimes when you say the phrase packages you might think that it's a bulk service or a bulk product for example but I want to iterate that these are very much sort of like line item templates or building blocks for an invoice or proposal so all that to say you can create quote-unquote packages that are not a bulk service any type of all cart service or product you might offer please do go ahead and create those as packages as well because those are the components you would use to sling together an invoice really quickly or sort of put it on to a proposal so I just want everyone to know if you have that sort of flat rate pricing or or if pricing a set in stone and the only thing you really change let's say this tax or quantity or anything like that having those packages can save you a lot of time when you're putting together anything invoice related and it does not have to be a bulk service so finally I am okay to show everyone the project page and I can't iterate enough that once you have most your templates sort of set up however long that might take the majority of the time you'll spend is 100% in the project pages themselves the way this works is if I was to go for example to your Instagram page and I clicked on your contact page from Desoto if I were to go ahead and fill that out push submit even if you have yet to speak with me there's already a project page here that looks exactly like what you would see so just know that at any point in time if you do get an inquiry even if you have yet to speak with me there's a project page that is building already for you so you know where to locate everything so from that point on we just want to make things very easy to manage and visible so at any point in time in this example my clients name is true if I needed to check in on drew or monitor progress or send a reek or anything like that I just kind of know right off the bat that if I go to Drew's project that's where I'll find all of his info because everyone else's information is within their project so a good way to iterate that is actually connecting your email for example and it doesn't matter what email host you might use unfortunately except for Yahoo forever reason Yahoo as a mailer does not sort of work well with Dove Sado but if you have anything short of that you can connect it to our system and I want to be clear that it will not fully replace your email er so let's say you're using Google or G suite you can 100% send and receive as you typically would in Gmail the only purpose for sort of connecting the email is visibility so for example if you are in a really busy season to life and you're just taking on a bunch of different enquiries instead of having to dig their inbox or create a bunch of subfolders it's very much like okay I need to follow up with Drew so if I just go to Drew's project I'm only seeing the emails between our company or myself and Drew so it's just kind of a nice way to have that email correspondence organized and you'll never have to worry about where you might find it I do want everyone to know by the way that it's not gonna strip your actual email itself so it's not gonna say like Joey or Amy at Deb's auto mailer it'll very much be the exact email that you connect and you can absolutely format the emails accordingly with regard to you know font preferences formatting as well of course as the signature that you might create so that's something that you can sort of hash out preemptively so anytime you send an email it looks brand appropriate and essentially no different from what you might have sent in your traditional mailer one small tidbit I did want to point out knock on wood hopefully no one actually needs this but I do want to note that it exists is we do have read receipts so just in case someone's a little bit hard to get ahold of or something like that do know that there is a read receipt so you can identify and confirm if someone has opened your email just in case you want and let's say give a follow-up call or a follow-up email or something of that nature so the other tab that you'll be interacting with quite often within the project is the form tab so do know that I haven't actually navigated outside of the forms or the project page rather and all I did was I clicked on this forms area and all you'll do to actually send a form is you'll click on this drop down menu which will show you your list of templates this is actually built from the area that I showed everyone earlier so this is where those are pulling from so for example if I wanted to go ahead and add a questionnaire to this area I'll just go ahead and I'll click on whichever one and I'll see it populate as a tile so just know that adding it to the actual project does not send it automatically so if you'd like to just for just for kind of clarity sake or to make sure that you don't forget anything you're more than welcome to you know queue up the documents that you want to save over time and just kind of store it there so you know it needs to be sent at some point but the idea is if I was to let say scroll over this questionnaire and push the send button you'll see this email box pop up this is a very let's say generic example but you can absolutely deck things out and the concept is as soon as you send it to your client the only thing that they are then responsible for is clicking on that button and then it will take them to a new window in their browser just kind of fill out and submit when they're ready so I do want you to know that they don't need any sort of complex login they don't need any kind of app all they do is they click on the link in the email and then they fill it out in the new web window that is open for them with that said there's a couple of things I want to point out about this area you might notice that there are these color-coded statuses and I want to note that each form itself has its its own tracker if you will so you can actually see you know okay when did I send this form when did they last open it and then when was it completed so you'll actually find the document when it's completed in the same exact place that you sent it and the only indicator of that are sort of these color-coded statuses that say sent needs sending view and complete if you're someone that does any sort of in-person sales by the way and and you feel like it would be beneficial to have a hard copy or anything of that nature I do want you to know that although things are cloud-based you can 100% print and download these as PDFs if you'd like to or let's say instead of sending someone an intake form you know you're gonna see them in person you can absolutely pull this up on like your laptop or an iPad and sit next to them or help them and guide them as they fill it out on your device so I don't want you to think there's a wrong the right way to do that and you can absolutely print it and your client can as well if they prefer like a PDF or a desktop copy this is also the place last thing that you can edit your forms so let's say for example you're sending out let's say a questionnaire and you want to add or remove a few different questions or you need to tweak some wording or anything about nature all you're really doing at that point is you're scrolling over that document and you're pushing the edit button so what's nice about this is if you are editing any form within a project this is the surefire way of knowing that you are not in any way overwriting your master template or any forms that this might or any projects that have this form as well if that makes sense so yeah those are sort of your form templates I I do actually want to show everyone an example of a proposal if everyone can remember earlier I mentioned that one of the perks of a proposal is you have the ability to actually attach the contract as well as the invoice completely optionally you can attach one or the other or both and this is actually a live representation of what somebody would see if they were to let's say click on a proposal button in an email and then open it up in a new window so let's say you know I'm your client and you sent me to your proposal and I'm absolutely ready to go I just want to kind of seal the deal and then move forward I'll have the opportunity to sort of scroll through the proposal select and quantify everything that I would like and then as a second measure in the same window there's a second tab that says contract so this is where I can see everything I've chosen I can initial if I need to and then sign and then lastly which I'll talk about just in a bit is the invoice so if there is for example a thirty five percent or fifty percent deposit upon signing I can go ahead and I can accommodate that payment right off the bat so I have everything good to go so if efficiency is your number one priority and you feel like this would help this is a great way to just kind of get all the essentials out of the way if you will and this is an exact replica of what it would look like on the client in speaking of invoicing I realized that invoicing is a very nuanced thing especially depending on the country or region that you're in there's a lot of different invoicing or payment collection practices things like that I do just want to note that regardless of a country you're in you can absolutely use Tibbs autos invoices in a few different ways we are integrated with a few processors like PayPal Square and stripe so if anyone at all was to actually use PayPal square stripe and use their credit card the transaction fee is the exact same across the board I do want you to know that it is all sort of a two point nine percent fee plus 30 cents per transaction and that is solely taken on behalf of the processors themselves so we do not in any way take on any additional fees we don't tack on anything extra I do want you to know that but one of the perks that I would mention has specifically to do with stripe I really do wish that this was available outside of the US so if you're in Canada or Asia or the UK Australia I'm so sorry but the stripe offers something called HX and basically it is kind of like a bank deposit or an ACH deposit if you will let me go ahead and iterate what I mean so let's say you were to charge somebody let's say $1,200 for your services and you know 2.9 percent of $1200 is still quite a bit of money to just kind of eat as a transaction cost so if you had the ability to in your to provide them with a stripe a check payment method what that is is it's directly from their bank to yours and when they go ahead and they pay the transaction fee itself is 0.8 percent but it's capped at five dollars so no matter how large the invoice some might be if they're paying via e-check within the US unfortunately only then you're never paying more than five dollars in terms of a transaction fee and probably my favorite part about this is instead of having to let's say use your account and routing number or sort of fetch that wherever you've you know unless you've memorized it which I have not but you know instead of doing the traditional way of making a wire transfer let's say paying via e-check is very similar to logging into your online mobile banking app so let's say for example I'm with Navy Federal I would use the exact same login as I would on my mobile app to actually go ahead and make a payment to you from my bank to yours so in terms of ease of use I would say this is a great option for your clients and then if they do go ahead and they pay this way it will definitely save you some money in terms of transaction fees apart from that I actually don't want to rule out the possibility that there are other ways someone might want to pay you know in the u.s. maybe it's venmo or they just want to cut you a check or let's say you're in Canada or Australia and they want to make like an EFT or something of that nature if there is a form of payment that you accept that is not necessarily connected or it's not online it is perfectly okay to actually still use the invoice what happens there is let's say you send someone a bill for $500 and they go ahead and they say okay I'm going to mail you a check for that amount at that point the only thing that you need to do is you'll go ahead and you'll click apply pay and then all you're doing is specifying the method the amount and then the date received the biggest thing there is knowing that the invoice is live so luckily let's say you need to make some last-minute changes that causes you to increase the price maybe you're giving them some sort of discount or in this case you might just be applying an external payment source at that point you never need to worry about sending a revised copy of the invoice it'll always update with the most current changes you might have made so do you know that everything everyone will be on the same page with any changes you make whether it's automatic or manually done if you have a bit of a breakdown let's say you have a service you provide and you would like to then give the client the ability to pay 50 percent upfront and then let's say 50 percent at a later date a good example of this is let's say you are a graphic designer 50% of the total let's say is due upfront and then the remaining balance is due a week prior to let's say project completion you can absolutely sort of iron that out ahead of time so payment schedules are actually something that you can create a template for and you can iterate right off the bat like okay just to get the ball rolling I'm gonna go ahead and need that 50% down and then based on when the project completion date is you can determine when that second payment is due so do know if you're breaking down payments it doesn't mean you're sending separate invoices but it will actually show them on the one invoice the different payment amounts that are due and there are even separate pay now buttons for that so do you know you can kind of break things down in any which way you need to and it can be relative to a completion date or an end date or anything of that nature but that's definitely something that you can do on one invoice instead of having this splint or that into a few last but not least with invoicing do you know that you can actually create invoice payment reminders so if you wanted to give let's say a courteous reminder let's say you are a wedding photographer and you just want to make sure they are aware that the final payment balance is due let's say 30 days prior to their wedding you can set that up preemptively so the system can automatically note okay a week prior to that final payment date go ahead and send this sort of pre-emptive payment reminder and that can be totally done for you so I did just want to point that out so yeah I would say those are the three biggest things or tabs rather that you would focus on in the project but apart from that I wanted to point out something really quickly it does not sound that fancy or look that fancy rather but it's actually a note section so this is sort of like your safe space if you have any internal notes about clients whatever it might be this is a nice way to know that you can log whatever you need to and it's in the appropriate area and it is only for your eyes at no point will your client ever be able to see your internal notes so shifting gears a little bit from sort of the general project area I do want to point out that we do have a calendar and this is first and foremost an internal calendar so anything at all that has a timeframe or a due date that'll be on your calendar by default if it's from within nibs Auto but you do have the ability to connect an external calendar let's say you're using Outlook or Google or Apple even if you already are very much used to using like your phone calendar let's say you can 100% connect that so you can see things in both places and just kind of have that ease of use if that makes sense right under the calendar tab is a tasks tab and this is sort of like a virtual to-do list if you will if you're someone that likes creating checklists or anything about nature this is very much a way that you can do that and just know that whenever you're creating a to-do item within the basado there are sort of specification that you can lay out so you can 100% determine like you know what is it that I'm doing does this task have some sort of time frame or due date if so you can actually find the tasks on your calendar but to take things just a single step further you can absolutely add files and comments and if necessary you can actually indicate you perhaps is this task business you know general business or is it something that's specific to a project so it could be like something that has nothing to do with a client let's say just need to go to the bank or if you do indicate that ok this task that I'm accomplishing is for a project you can actually indicate that in the drop-down and then you'll be able to see that task in whoever's project it is as well so not mandatory but something that's definitely there I do have a few more things to show everyone and I hope everyone's questions are answered but I did want to just point out especially since for a little more than midway through take everything with a grain of salt I'm hoping that there is something here for you to just kind of evaluate that you determine is valuable and and hopefully it'll help your business in some way but at no point are you required to use it so for example if you have your own project management or task management suite that you're using elsewhere at no point are you required to sort of stop using that and use this there are a lot of common cases where you might have some external software to set for whatever reason whether it's more efficient or it's industry specific as long as there's enough within the basado that you've identified will save you time and make life easier that's what we're going for I don't want you to think that there's a proper way to use it especially if you're already kind of using tools that are a bit similar to what we provide so do you know sometimes there's that balance and and you might still have a couple other softwares maybe one or two that you need to use in addition to it I do actually want to point out the address book so as I kind of mentioned earlier I hope I hope I did um basically if you have the opportunity to work with clients on multiple occasions at that point you'll have the ability to create multiple projects for a single client so do you know like you know if you are done working with someone and you're wondering okay if I'm on my project dashboard what happens to that project as soon as I'm you know done fulfilling their services that is actually where it all comes to this address book of sorts so even if you are not currently working with let's say your client Drew this is a great way to just kind of reflect on the experience you've had with this client prior so you can see all the emails you've exchanged all the forms he or she might have filled out as well as the project's themselves which in this case are like the different occasions you might have worked with this person so do you know if something is not on your project dashboard and it's not an active client or lead then they will be found in the address book and this kind of just aggregates over time so two things that I wanted to point out is the scheduler and then workflow automation so this scheduler of sorts is very much a way for you to be able to have your clients book time of you that is compliant with your schedule but also it's not showing them your personal calendar so do you know at that point if you have like let's say Discovery calls or consultation calls or maybe these are like private sessions that you might have privately sent to your clients this is a great way to just kind of offer your clients a frictionless way to book your time without the back-and-forth and without having to worry about them seeing let's say your private calendar so as an example let's say as part of your onboarding process there is a consultation call involved where you're just kind of helping them assess their needs whenever you're setting up a scheduler template on the backend you can determine things like you know how far in advance do they need to book my time what's my general availability is something like this free or is it paid for once you kind of determine all those parameters you'll have two options as to how you can share it so the same way you're actually sharing a contact page you can 100% embed this on a website or just like you would a lead capture or a contact page you can actually just share the direct link itself so just to show everyone this is an example of what a scheduler template would look like on a client end I do want to point out by the way if you're someone that works very much virtually let's say you're a VA or a consultant or anything it nature whomever is booking your time they will see these time slots in their native timezone so I don't want to think that you have to worry about time discrepancies or anything like that but basically what they'll do is they'll see like okay she's available on Thursday the 13th 9:30 a.m. my time sounds good and then just based on the requisites that you might create for them they'll go ahead and they'll fill out and they'll submit what they need to and they'll automatically get a confirmation email at which point they can add it to their calendar they'll see all the booking details and then they can cancel or reschedule if they need to so do you know like you can choose which certain types of schedulers might be private or public and you can absolutely create different types of scheduler templates if you happen to have you know different appointment types naturally so yeah do you know that that's something that is there if you've ever used something like calendly or acuity this in some ways will replace that function but I don't want to say that it's better or worse than them so I want you to know if there are certain functions let's say within another scheduler software that are very important to you by no means do you have to ditch that and use this so it really just is if you feel like it does enough absolutely we would love free to use it so last but not least before I wrap up with some resources and things of that nature I wanted to talk about workflows so whenever we say the phrase workflows I realize it sounds kind of obscure it's just referencing anything that is done on your behalf so do know like if you have a process of sorts and this is very much dependent on your current process if you have bits and pieces of let's say you're onboarding process or your fulfillment process where you feel like there's just too much heavy lifting in terms of admin work that's where a workflow can step in and hopefully do a lot of that lifting for you so for example let's say I keep using photographers let's say you're a photographer and depending on what type of shoot someone might inquire about at that point you already kind of know in your head okay what do I send to someone if they inquire about a wedding versus a portrait shoot and there could be an entirely different chain of emails and forms that are specific to those types of injuries so let's say in this case this is my wedding photography on-boarding sort of process what you're seeing here is a list of actions that are really just kind of like a visual representation in your head of what you're doing already so let's say for example I know for a fact that my first thing God send is a thank you email at that point I would actually go to the first action in the workflow and then I would click send email but more so than choosing the action itself I want to point out that instead of having to fiddle with like dates and times for every single client we have something called triggers so this is much this is very much like saying okay they filled out this send this they pay the invoice send the questionnaire or they fill out the questionnaire send the contract so based on what you know your process to be you can actually make sure that things are sent to your client based on the progress that they've made so far so that is sort of one version of a workflow and if there's any part of that process you feel like you can sort of set up then hopefully it'll save you as much time as possible another version of a workflow that you can utilize is perhaps more maintenance related like let's say you're a wedding planner and the actual wedding itself is not for like nine or ten months and you just want to make sure that you have certain check points let's say on a monthly basis to just make sure that people are getting what they need you can absolutely use the wedding date as sort of your anchor point and you can then trigger monthly emails to be sent to your client just so you know that if not for anything else you've reached out once a month and just kind of check in and make sure everything's okay but the real sort of example I wanted to point out with regard to workflows is you can actually connect that to computers Fallin you can actually connect that to the lead capture page so this lead capture page also known as the contact page contains an element that is also called word flow and I guess there's not really a single name for it but this is sort of like the question you would ask someone when you just want to kind of determine why they're inquiring so you could list for example a list of your services you're offering maybe there's an option to book a call or ask for pricing or more info whatever it is you provide as options for your client you can actually preemptively indicate what workflow will trigger so basically if I go to your contact page when I click option a and then I'll hit submit I'll get an entirely different chain of forms and emails and such from if I were to choose let's say B or C so this is a really nice way of automating what you would typically send your clients but also making sure that they're getting materials that are relevant to what they asked you for so yeah that is that is workflows and those are just a couple example of so of how workflows can hopefully save you that upfront time adjust in terms of getting people in the system and then sending them what they might need to get the ball rolling one thing I want to say just kind of as a wrap up is it does take some time to sort of evaluate what you might need from Deb Sato however little or much it might be I wanted to emphasize that support is our biggest priority so for example if you have yet to create a trial or even if you're on a trial currently do you know that the trial itself is not time restricted take as much time as you need to sort of dig into it and evaluate what is important to you and use specifically it might grow over time or you might add more layers or use more functions over time but our goal really is to just help you find that really delicate balance of making things easy to manage but also you know saving you as much time as possible without setting up too many things so yeah again if you are brand-new to Deb Sato I hope this was extremely helpful if you are just having a bit of a refresher I hope you were able to pick up a little tidbits here and there support again is our number one priority so in whichever way you're comfortable I just wanted to quickly stuff the different ways that you can reach us without a doubt the quickest turnaround and the most comprehensive support is our chat support our customer support team are really like the the backbone of our of our service they work nearly round-the-clock so if you are an early riser or or a late sleeper or anything like that you can chat with them at 9:00 p.m. or 6:00 in the morning or something like that I don't want you to think that there aren't resources available if you are working in sort of off business hours if you will we also have a really really dense library of help articles tutorial videos and things to that nature as well as a team that is called account solutions and let's say you are in the process of putting together your account let's say you've put together some workflows or whatever it might be and you need someone to just give it a good honest look and sort of audit that or help you kind of tweak it and make sure it works properly those are the things that are an acount solutions call can do and those are completely free as well you can actually book I think one or two a month with that team and they're more than happy to kind of sit with you and then help you assess your process and help tie everything together and connect all the dots so yeah the biggest thing I want to mention is support always is available regardless of where you're at regardless of if you are if it's your first date using them SATA or if you use us for months or years and lastly we have a sale going on I do want you to know that during this sort of sale week we will be offering a reduced price on our monthly and our annually plan monthly and annual plan so the monthly will be reduced from thirty five to thirty US dollars and the annual will be reduced from three fifty to three hundred dollars and that is recurring so for however long you're with us you will most definitely be locked in at that sale price so yeah that is currently going on for this entire sale week thank you so much I know I threw a lot of input everyone but I appreciate you sticking with me I hope we can get to all your questions and I we all have a great rest of your month and 2020